Office Administrator

Euromonitor International

Chicago, IL, USA

Full time

Business Development

Hybrid

Jul 29

The Office Administrator is an organized, friendly, and proactive thinker that serves as a main point of contact for visitors, answers and directs incoming phone calls, and oversees multiple aspects of office operations. The office administrator is the heart of the office ensuring that it runs efficiently and seamlessly on multiple fronts. This role reports to the Head of Human Resources.

Key responsibilities:

  • Answer and direct calls throughout the organization.
  • Maintain the reception area ensuring it is tidy and professional.
  • Welcome & schedule visitors courteously.
  • Monitor conference room meetings in Outlook and shift meetings as needed.
  • Sort, distribute and process daily mail.
  • Prepare UPS and messenger shipments, track deliveries.
  • Arrange catering for staff/client meetings and set up meeting rooms.
  • Manage the Sky BluB0x key card system including adding new users, deleting users, and running reports as needed.
  • Order office snacks, fruit, and kitchen supplies through various vendor management tools.
  • Maintain office equipment (copy machines, coffee machines, Bevi/water machines) and manage service relationships with those vendors.
  • Conduct office operations new hire orientation.
  • Gather and update monthly staff birthday list.
  • Morning setup of conference rooms and common areas.
  • Maintain the Library, including subscription ordering and updating the subscription list.
  • Prepare and update various administrative items related to employee arrivals and departures (phone lists, name cards, office map, birthday list, key cards, etc.).
  • Schedule trainings for each group of new hires.
  • Act as main point of communication related to CSR, inter office items, events, and all staff interactions.
  • Liaise with building management on both contract management as well as service calls, cleaning, billing, key cards, fire drills, etc.
  • Request Rooftop for meetings/events as necessary.
  • Maintain Office Management Intranet page.
  • Create flyers and content for office events.
  • Coordinate and oversee events for the office from start to finish ensuring the event runs seamlessly.
  • Training coordination all Sales and CGBD new hires for the Sales/CGBD training courses.
  • Manage Chicago’s training schedule on Salesforce; reschedule or move trainings as needed.
  • Interest in being the lead in Chicago for Corporate Social Responsibility is a plus.

Requirements

  • Very strong computer skills on all suites
  • Proactive skill set that leads to solutions
  • Strong communication skills, both written and verbal
  • Ability to prioritize and take initiative
  • Organized, methodical and flexible
  • Ability to work individually or in a team
  • High level of attention to detail
  • Maintain confidentiality and discretion at all times
  • People Skills – the ability to deal with people at all levels
  • Ability to multi-task and shift priorities as needed
  • Professional demeanour
  • Previous office experience in an office environment desirable
  • Hybrid role (part time is avail if desired)
  • Must be willing to come to the office a minimum of three days a week

Benefits

  • Health Care Plan (Medical, Dental & Vision)
  • Retirement Plan (401k, IRA)
  • Life Insurance (Basic, Voluntary & AD&D)
  • Paid Time Off (Vacation, Sick & Public Holidays)
  • Family Leave (Maternity, Paternity)
  • Short Term & Long Term Disability
  • Training & Development
  • Work From Home
  • Free Food & Snacks
  • Wellness Resources


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